DEPARTMENT OF THE NAVY

DEPARTMENT OF THE NAVY

NA VAL SERVICE TRArNlNG COMMAND 2601A PA UL JONF..S STREET

GREAT LA KF.S. ILLINOIS 60088-284S

NSTCINST 7320.1

N4

18 Sep 201q

NSTC INSTRUCTION 7320.1

From: Commander, Naval Service Training Command

Subj: GENERAL EQUIPMENT INTERNAL CONTROL POLICIES AND PROCEDURES

Ref: (a) SECNAVINST 5200.45 (b) SECNAV M-5200.45 (c) SECNAVINST 7320. lOA

Encl:

(1) Process Flowchart for Property Management (2) Sample Accountable Property Officer and Contractor's Designation Letters (3) Receiptffransfer/Disposal Log (4) Sample SECNAV 5200/4 General Equipment Inventory Progress Inventory .

Certification

I. Purpose. To outline policy and procedures for personal property management at Naval Service Training Command (NSTC) per references (a) through (c).

2. Background. Control over general equipment, formerly referred to as personal property, is required by the Comptroller of the Navy and Naval Supply Systems Command. The standard government practice is to safeguard valuable assets through effective internal controls. These measures include asset identification, physical inventory, physical security, custody control, and maintenance of property records. All capital, minor, sensitive, classified, and pilferable property that meets the definition for general equipment per reference (a) will be recorded and tracked in the Defense Property Accountability System (DPAS), the official Accountable Property System of Record (APSR) as established by the Department of Defense and adopted by the Department

of the Navy.

3. Action. NSTC general equipment management and accountability shall comply with DPAS policy and procedures as outlined in references (a) through (c) and mapped in enclosure (1).

4. Required Roles and Responsibilities

a. Accountable Property Officer (APO). Responsible for performing the command's property accountability and management responsibilities, implementing the policies and procedures, scheduling training for personal property personnel, ensuring DPAS data security and integrity, and coordinating physical inventories (counting requirements). The APO shall:

(1) Be designated in writing by the commanding officer (CO)/officer in charge (OIC).

NSTCINST 7320.1

18 Sep 201g

(2) Complete the DPAS Required Training.

(3) Ensure physical inventory is reconciled with the APSR, DPAS.

(4) Comply with general equipment property metrics established in reference (b).

(5) Prepare and sign endosure (3) as First Line Reviewer (1 LR). At a minimum, enclosure (3) should be verified and signed by lLR and Second Level Reviewer (2LR) on a quarterly basis in accordance with reference (b).

(6) Compare and validate enclosure (3) against the DPAS Increase Decrease Actions Report. At a minimum, enclosure (3) should be-verified and signed by lLR and 2LR on a quarterly basis per reference (b).

(7) Ensure line items are barcoded and added to DPAS inventory program within seven calendar days after receipt.

(8) Ensure receipt documentation qualifies as adequate Key Support Documentation (KSD) per references (a) through {c). If the original KSD is lacking one or more key data

elements, the data elements may be handwritten on the original KSD. If the KSD is inadequate

or lost, complete a SECNAV 5200/3 Key Supplemental Supporting Documentation per reference (b).

(9) Scan and upload an KSDs for each line item into DPAS at the time of receipt and periodic inventory.

(10) Per reference (c), maintain KSD indefinitely for all items held in inventory, and no less than 36 months after transfer/disposal/removal from inventory.

(11) Activate depreciation on all line items that meet the Capitalized Personal Property threshold of $1 million and above; capitalization threshold is equal to or greater than $1 million for items received after 1 October 2013 per reference (b).

(12) Activate depreciation on a11 Internal Use Software purchased on or after I October 2013; the capitalization threshold increased from $100,000 to $250,000 as per reference (c).

(13) Attain/maintain an active DPAS account.

(14) The APO will work with the Government Commercial Purchase Card Agency Program Coordinators and Approving Officials to ensure newly purchased property is accounted for.

b. 2LR. Personnel holding a level of authority above the lLR (supervisory or grade), may be assigned as 2LRs. 2LRs shall:

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NSTCINST 7320.1 18 Sep 2019

(I) Check the accuracy of the APSR entry completed by the ILR as well as the adequacy and validity of the KSD, per reference (c).

(2) Sign enclosure (3) as well as the DPAS Increase Decrease Actions Report after signed by !LR (on a quarterly basis).

5. Inventory Frequency. Inventories should be conducted on a regular basis to ensure accuracy of personal property. The APO will coordinate an annual inventory, completion of enclosure (4), and submission of enclosure (4) to Naval Service Training Command. Furthermore, a copy of the signed/dated SECNAV 5200/4 will be maintained by the APO for a minimum of three years or until the completion of the triennial inventory. At a minimum, the following frequency will be followed as required by references (a) and (c):

a. Annual (minimum 33% of total inventory)

b. Triennial (wall to wall)

c. Change of Custodian

d. Change of APO and DPAS User

e. Whenever directed by the CO

6. Contract Specialist/Purchasing AgenUPurchase Card Holder (Procurement Officials). Procurement officials are the initiating link in APO/DPAS User chain. The act of making a property purchase sets into motion the steps and procedures outlined in this instruction. Accountability will be established from the time of receipt for capitalized, minor, pilferable, and government property in the possession of contractors, leaser, personal property, and sensitive or classified personal property. Procurement officials will:

a. Use the approved purchase programs to initiate all purchases following the guidelines set forth.

b. Ensure the delivery address for accountable property is to an authorized delivery point for government equipment. The purchase order number must also be stated in the delivery address to prevent delays in delivery to the end-user.

c. Under unusual circumstances when an order must be delivered to a location other than Supply Officer, 2601A Paul Jones Street, Building 1 Room 215, Great Lakes, IL 60088, approval of the delivery location must be obtained from property management and the purchase order number must be provided. This will allow property management to appropriately account for the incoming property. In the event an item is qelivered to the procurement official instead of the required location of 2601A Paul Jones Street, Building l Room 215, Great Lakes, IL 60088, the procurement official will contact property management and supply the vendor shipping documentation, make, model, and serial numbers for each asset. Property management will then arrange for tagging.

3

NSTCINST 7320.1

18 Sep ?019

Items must remain with the procurement official until all property is tagged. It is paramount that this process is completed in a timely manner to ensure proper controls are in place prior to the end user taking custody.

d. Once the property and proper documentation are received by Supply Officer, 260 lA Paul Jones Street, Building 1 Room 215, Great Lakes, IL 60088, the property will be tagged with a bar-code property tag.

e. Receiving staff will ensure property is signed for in the appropriate block of the purchase order. Due to the wide geographic distribution of NSTC commands, all NSTC staff military and federal civil service employees are authorized to make initial signature receipt for property. The

custodian will be notified via email, or other means, that the property has been received. The

custodian if different than the initial receiver, will eventually sign appropriate receipt 1

documentation to take custody. Signed copies of receipt documentation will be provided to the APO. 7. Records Management. Records created as a result of this instruction, regardless of media and format, must be managed per SECNAV Manual 5210.1 of January 2012.

8. Review and Effective Date. Per OPNAVINST 5215.17A, N4 will review this instruction annually on the anniversary of its effective date to ensure applicability, currency, and consistency with Federal, DoD, SECNAV, and Navy policy and statutory authority using OPNAV 5215/40. The instruction will automatically expire 5 years after effective date unless reissued or canceled prior to the 5-year anniversary date or an extension has been granted.

9. Forms. The following forms are available for download from the Directives Division Website at :

a. DD Form 200 (Financial Liability Investigation of Property Loss)

b. DD Form 1149 (Requisition and Invoice/Shipping Document)

Releasability and distribution: This instruction is cleared for public release and is available electronically only via the Naval Service Training Command issuance website, . mil/nstc/NSTC_Directives/instructions.html.

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NSTC PROPERTY MANAGEMENT PROCESS

Key Metrics: ?? Barcode within 7 days Entry on Local List Paper record filed DPAS data entry & document filed

Item purchased

ls item DPAS $5000 or greater or IUS?

yes

Item arrives in N4

spaces

PPM ensures new property is barcoded and entered into DPAS within 7 days

FollowGCPC Process

NSTCINST 7320.1

lR Sep 2019

Has item been

identified as Local

yes

Inventory (IT/ADP

related)

Item arrives in N4 spaces.

Entry made on the Department's Local List

yes Continue use

Material on hand for Annual

Inventory?

Paper record filed

Receipt document signed, property released

from N4 spaces.

Transfer, turn in, loss or theft (sea page 2)

Departmental Supply Liaison is notified for equipment pick up

Enclosure (1)

NSTC PROPERTY MANAGEMENT PROCESS

Key Metrics: ?? Barr.;ode within 7 days Entry on Local List Paper record filed DPAS data entry & document filed

NSTCINST 7320.1 18 Sep 2019

Missing, Lost or Stolen

(From Page 1}

co

initiates

investigation

Complete DD Form200

PPM reviews

DPAS data entry by PPM and copy filed

Transfer/ turn in (From Page 1)

Minor Property Action Form received

Transfer (DD 1149) Turn-in DRMO (DD 1348-1A)

DPAS data entry by PPM and

copy filed.

Property in use es

ls the item yes

for turn-

ln/disposal

PPM generates

and/or reviews DRMO turn in documents

PPM btains signatures

Property turned !nto DRMO. Receipt received from DRMO.

DPAS data entry by PPM and copy filed

00

End of Life Cycle

2

Enclosure (I)

DEPARTMENT OF THE NAVY

NAVALSERVICETRAI ING COMMAND 2601A PA ULJONES STREET

GREAT LAKES. ILLLNOJS 60088-2845

7320 SerXXX/XXX DDMMMYY

From: Activity Head (CO or OIC), Name of Activity To: APO's (or AAPO's) Full Name (Organization Code)

Subj: DESIGNATION AS ACCOUNTABLE PROPERTY OFFICER, GENERAL EQUIPMENT INTERNAL USE SOFTWARE, UIC: XXXX

Ref: (a) DoDI 5000.64P (b) DoDI 5000.76 (c) SECNAVINTS 7320.lOA (d) NETCINST 7320.lB

1. You are hereby appointed the Accountable Property Officer (APO) {or Assistant Accountable Property Officer (AAPO)}. You are charged with the duties and responsibilities specified in references (a) through (d) as outlined below:

a. Establish and/or maintain the General Equipment (GE) and Internal Use Software (IUS), program to ensure proper management and accountability throughout the life cycle of an asset (procurement, receipt and acceptance, sustainment and disposition) as defined in references (a) and (d).

b. All GE and IUS, assets are required to be recorded in the Defense Property Accounting System (DPAS) in accordance with references (a) through (d) and (your command's name) direction.

c. Plan, coordinate and certify that all assigned GE and IUS are properly inventoried at least every three years and annually for classified, sensitive and assets on loan. All GE inventories must be conducted utilizing the 'Inventory' functionality within DPAS. No other inventory method will be considered official.

d. Prepare Inventory Completion letters on Command letterhead for submission to NETC Command Property Office (CPO) (NETC N414).

2. This designation is in effect only while you are serving as the APO (or AAPO) and is cancelled upon transfer or reassignment.

[I. M. COMMANDER]

Enclsoure (2)

Subj: DESIGNATION AS ACCOUNTABLE PROPERTY OFFICER, GENERAL EQUIPMENT INTERNAL USE SOFfWARE, UJC: XXXX

ACKNOWLEDGEMENT

By signing below, I acknowledge my appointment as the CPO. I have read and understand my responsibilitities, accountability, and duties as described in references (a) through (d). I fully understand this appointment will remain in effect until I am transferred, separated, retire from servie, or rescinded in writing.

IM APO

(DATE)

2

Enclosure (2)

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